Job summary
Glenroyd Medical are looking to recruit an Admin Assistant/Coder to join our friendly team. Essentially, the successful candidate will have previous experience of coding within Primary Care.
The day-to-day responsibilities include, but are not limited to, coding of relevant information into the patients electronic healthcare records on Emis Web, adhering to the practice coding policy.
In addition, the post-holder will also support the multi-disciplinary team, providing administrative support as required, in line with the needs of the practice.
The post would be either full time/part time, Monday - Friday, between our opening hours of 7:45-18:30.
We do have two sites, but the successful candidate will primarily be based at our Moor Park Surgery in Bispham.
Salary is dependent on experience, but will be in line with Band 3 agenda for change.
Main duties of the job
The Admin Assistant/Coder will be responsible for adding current and historical data and information from a patients clinical paper records on to our clinical system (Emis Web), to ensure an accurate and easily accessible electronic medical history is available for every patient. The role also consists of general admin duties, including but not limited to, summarising, returning of medical records and covering on Reception as and when needed, including covering our busy appointments line and monitoring and actioning our new booking system, Patchs.
The successful candidate will also have excellent typing skills and well as extensive communication skills both over the phone and in person.
Previous experience of coding and Docman is essential due to the nature of the role. Previous experience within a medical setting to inlcude custemore service and/or a typing role is desirable.
About us
Glenroyd Medical is set across two sites, therefore the chosen candidate may be required to work across both, if needed.
We currently have an innovative and extensive team of highly skilled clinicians, including GP's, Advanced Clinical Practitioners, a designated Visiting Team, as well as Clinical Pharmacists, Practice Nurses and HCA's. We are also a Training Practice meaning we continue to support Doctors who are mid-way through their medical training.
We also have a very knowledgeable and experienced administrative team, including our Secretaries, Admin and Reception team, who cover both sites.
We welcome and support the growth and further development of all of our team members as well as offering our employees the chance to enrol in the NHS pension. We also offer our employees the option of being able to join Benenden Health, a private healthcare, which offers access a private 24/7 GP, mental health services and access to quicker diagnosis and treatment.
Job description
Job responsibilities
Job Summary:
To provide administrative support and services toall members of the practice team.
Job responsibilities:
Management ofmedical records
1. Ensure that records are available upon request
2. Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
3. Ensure correspondence, reports, results etc. are filed in correct records
4. Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
Management ofappointment system
5. Ensure total familiarity with all appointment systems including regular and incidental variations
6. Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
7. Monitor effectiveness of the system and report any problems or variations to the Management Team
8. Deal with home visits requests and check the home visit screen to provide summary printouts for the clinician
9. Ensure total familiarity with all appointment systems including regular and incidental variations
10. Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
Administrative support
11. Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
o Cytology
o Pathology results
o Extract immunisation data for all children underthe age of 7 and to enter vaccinations onto the EMIS clinical system
o Add read codes onto the clinical system fromhospital correspondence in line with data quality and information governancevia Docman
o Scan and attach documents onto the EMIS clinicalsystem via Docman
o Forward all relevant Docman mail to the cliniciansand reception teams for actioning
o Transfer data onto the EMIS clinical system viaGP2GP
o Complete all degrade tasks on the GP2GP workflow
o Distribute all NHS mail received into the practiceto the relevant departments
o Chronic disease recall of patients who are duereviews
o Tagging and summarising of patients medical records
o To undertake administrative duties as per QOF(quality and outcomes framework)
o Action incoming HA mail and record arrivals of newpatient records onto the clinical system
o To record and register details onto the Open Exetersystem (blood/organ donors)
o Appointment scheduler and sessions and associatedrotas
o To cover reception when needed
o Undertakenany additional duties appropriate to the post as requested by the Partners orManagement Team
Confidentiality
12. In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
13. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
14. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety
The post-holder will assist inpromoting and maintaining their own and others’ health, safety and security asdefined in the practice Health & Safety Policy, the practice Health &Safety Manual, and the practice Infection Control policy and published procedures.This will include:
15. Using personal security systems within the workplace according to practice guidelines
16. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
17. Making effective use of training to update knowledge and skills
18. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
19. Actively reporting of health and safety hazards and infection hazards immediately when recognised
20. Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
21. Undertaking periodic infection control training (minimum annually)
22. Reporting potential risks identified
23. Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality andDiversity
The post-holderwill support the equality, diversity and rights of patients, carers andcolleagues, to include:
24. Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
25. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
26. Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Safeguarding
Ourorganisation is committed to safeguarding and promoting the welfare ofchildren, young people, and vulnerable adults and expects all staff and postholders to share this commitment.
Legislationplaces a statutory duty on all organisations and professionals to work togetherin the interest of protecting vulnerable children, young people and vulnerableadults. All healthcare professionals, including those staff and volunteers whowork within a healthcare setting have a duty to safeguard and support the welfareof children, young people and vulnerable adults and our organisation iscommitted to this principle. The Practice will provide training and inductionprogrammes to include safeguarding to all existing and new staff and volunteersto promote these aims and raise awareness of the duties and responsibilities itplaces on our staff.
Allhealth professionals working directly with children, young people andvulnerable adults should ensure that safeguarding and promoting welfare formsan integral part of all stages of the care they offer. Other healthprofessionals who come into contact with children, young people and vulnerableadults, parents and carers in the course of their work also need to be aware oftheir safeguarding responsibilities.
Specialattention should be given to our existing policies regarding Safeguarding andDomestic Violence.
Personal/ProfessionalDevelopment
The post-holder will participate in any trainingprogramme implemented by the practice as part of this employment, such trainingto include:
27. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
28. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality
The post-holder will strive to maintain qualitywithin the practice, and will:
29. Alert other team members to issues of quality and risk
30. Assess own performance and take accountability for own actions, either directly or under supervision
31. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
32. Work effectively with individuals in other agencies to meet patients’ needs
33. Effectively manage own time, workload and resources
Communication
The post-holder should recognize the importance of effectivecommunication within the team and will strive to:
34. Communicate effectively with other team members
35. Communicate effectively with patients and carers
36. Recognize people’s needs for alternative methods of communication and respond accordingly
Contribution to theImplementation of Services
The post-holder will:
37. Apply practice policies, standards and guidance
38. Discuss with other members of the team how the policies, standards and guidelines will affect own work
39. Participate in audit where appropriate
Person Specification
Qualifications
Essential
40. 5 GCSEs grade C/4 or above, including Maths and English
Experience
Essential
41. Previous experience of working within a GP practice
42. Previous read coding experience
43. Experience of dealing with members of the public
Desirable
44. Previous experience of being able to work without direct supervision
Knowledge and Skills
Essential
45. Proficient telephone skills
46. Above average communicator, both written and verbal
47. Familiar with Docman/EMIS Web software
Desirable
48. Knowledge of medical terminology, basic/intermediate
49. Proficient keyboard/typing skills